Tender Application Workspace for EWSETA/RFQ/046/2026-27

• Submission method: email
• Submission email: [email protected]
• Closing time: 23 October 2026 at 11:00
• Returnable documents (all must be completed and signed unless noted):
• SBD 1 (Invitation to Bid): bidder details and signed offer cover page.
• SBD 3.3 (Pricing Schedule – Professional Services): firm ceiling price, rates, and phase costs.
• SBD 4 (Bidder's Disclosure): declares any state employment or connection to the procuring institution; false disclosure disqualifies.
• SBD 6.1 (Preference Points Claim): claims B-BBEE points under the 80/20 system.
• Annexure 5 (General Conditions of Purchase): signed on last page and initialled on each page.
• Annexure 6 (POPI Consent): consent to process personal information.
• Company registration documents (CIPC).
• Joint Venture Agreement, if applicable.
• CSD report or number.
• Valid B-BBEE certificate (SANAS accredited) or sworn affidavit for EMEs/QSEs; joint ventures must submit a joint certificate or affidavit.
• Tax PIN issued by SARS (tax clearance certificate).
• For consortia/JVs/prime contractors with subcontractors: valid tax clearance, tax compliance PIN, and SBD 4 for each member or subcontractor.
• Late bids are not considered under any circumstances.
• Failure to meet minimum specifications results in automatic disqualification.
• Plagiarism in any bid document leads to disqualification.
• Clarification requests must be answered within 48 hours, otherwise the bidder may be disqualified.

+ 3 more requirements in the full document analysis

• Stage 1: Pre-qualification (returnable administrative documents). Bidders are not disqualified at this stage if documents are missing, but all documents are required before award.
• Stage 2: Technical/Functionality evaluation. Minimum qualifying score: 75 out of 100.
• Stage 4: Price and Specific Goals (80/20 preference point system).
• Technical/Functionality scoring (total 100):
• Methodology and work plan (20 points): comprehensive and detailed = 20, adequate = 10, limited with gaps = 5, none = 0.
• Must cover approach to raw material, writing and transcription process, QA and editing steps, turnaround time, and tools/software.
• Reference letters and relevant experience (30 points): 3 valid letters = 30, 2 = 20, 1 = 10, none = 0.
• Letters must be from three different clients, not older than 5 years, signed, on client letterhead, and include client name, description of similar work, year(s), contactable reference, and quality of service.
• EWSETA may contact references; responses must be provided within 3 business days or the letter scores zero.
• Quality of previous work samples (20 points): excellent = 20, good = 10, average = 5, poor or none = 0.
• Submit one professionally written event report and one transcription (minimum 1–2 pages).
• Assessed on writing quality, structure, grammar, coherence, summarisation, accuracy, formatting, and professional layout.
• Capacity and team qualifications (30 points): one CV each for transcriber and writer.
• Transcriber experience: 5+ years = 10, 3–4 years = 5, less than 3 years = 0.
• Transcriber qualification: NQF level 5 or equivalent in relevant field = 5.
• Writer experience: 6+ years = 10, 4–5 years = 5, less than 4 years = 0.
• CVs must be accompanied by certified copies of qualifications (certified no later than 6 months); uncertified certificates score no points.
• Foreign qualifications require a SAQA evaluation certificate.
• 80 points for price, 20 points for B-BBEE status level contribution.
• Price points formula: Ps = 80(1 - (Pt - Pmin)/Pmin).

+ 4 more requirements in the full document analysis

• Scope: End-to-end transcribing, rapporteuring, and report-writing services for the one-day EWSETA PCC Skills Indaba 2026, held on 30 October 2026.
• Pre-event preparation: attend briefing sessions with EWSETA and PCC project teams to review agenda, thematic focus areas, working group templates, and output formats.
• Audio recording and transcription: supply professional audio recording equipment (or interface with the event's AV team) to capture high-fidelity audio across all plenary and breakout sessions; provide clean, accurate, verbatim/intelligent transcriptions.
• On-site rapporteuring: deploy a qualified team of rapporteurs and note-takers to cover plenary and all parallel breakout working groups simultaneously; record discussions, priority interventions, lead institutions, implementation partners, funding mechanisms, and monitoring fram…
• Synthesis and action plan drafting: work with Working Group Rapporteurs and Facilitators during Session 2 (Plenary) to synthesise breakout outputs into clear, thematic action plans.
• Final report writing and editing: compile, structure, write, edit, and proofread comprehensive event documentation into a polished, executive-ready Consolidated Skills Implementation Roadmap and Final Report.
• Sufficient number of qualified rapporteurs and transcribers to cover all sessions simultaneously without disruption.
• Service provider is fully responsible for providing primary and backup audio recording devices, laptops, and digital tools for on-site recording and real-time note-taking.
• All written deliverables must undergo rigorous internal quality control, structural editing, and professional proofreading, adhering to professional language, grammar, and formal South African English standards.
• Strict adherence to agreed delivery schedules for draft and final outputs.
• All raw audio recordings, transcripts, draft notes, synthesised reports, and final deliverables remain the sole and exclusive intellectual property of EWSETA and the PCC; may not be shared, published, or distributed without prior written consent.
• Lead writer and project lead must maintain open communication with EWSETA and PCC technical teams, participate in feedback sessions, and integrate revision inputs accurately across all draft stages.

• Pricing format: Financial proposals must be submitted on company letterhead, itemised as follows:
• Pre-Production & Coordination
• Audio/Video Transcription
• Report Writing & Content Development
• Report Design & Layout
• Quality Assurance & Final Delivery
• Total cost must be shown Ex. VAT, VAT @ 15%, and Total Inc. VAT.
• Bidders must complete a VAT declaration; failure to declare VAT status or provide a valid VAT number (if registered) may lead to disqualification or non-evaluation.
• No upfront payments will be made by EWSETA.
• Travel and other expenses: only actual costs are recoverable, with proof of expenses accompanying certified invoices.

• CSD registration: Bidders must be registered on the Central Supplier Database (CSD) and provide their CSD report or number.
• Tax compliance: Tax matters must be in order in line with Treasury Regulations and reflected on CSD; tax matters must be in order at the time of award.
• B-BBEE: A valid B-BBEE certificate issued by a SANAS accredited entity, or a sworn affidavit for EMEs and QSEs, is required to claim preference points.
• POPIA: Annexure 6 (POPI Consent) must be completed and signed.
• Professional registrations: Not specified.
• Local content: Not specified.

• Inquiries should be directed to [email protected].
• Bids must be submitted to [email protected].
• Closing date: Friday, 23 October 2026 @ 11:00HRS.
• Tender validity: 90 days from closing date.
• Fraud hotline: EWSETA Vuvuzela Fraud and Ethics Hotline, Free Call 0800 611 205, email [email protected], website www.thehotline.co.za, SMS 30916.